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RESOLUTION NO. 2338 A RESOLUTION OF THE COMMON COUNCIL OF THE TOWN OF WICKENBURG, ARIZONA, AMENDING THE POLICIES AND PROCEDURES FOR FACILITY RENTAL AND SPECIAL EVENT SERVICES WHEREAS, the Economic Development Department has reviewed and updated the Town of Wickenburg’s facility rental and special event services policies and procedures; and WHEREAS, the facility rental policies, and procedures will streamline processes and staff efficiency while also providing customer-friendly options for online facility rental. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE TOWN OF WICKENBURG, ARIZONA, AS FOLLOWS: SECTION 1. Amend Policies and Procedures for Facility Rental and Special Event Services, hereto attached as Exhibit “A.” SECTION 2. The various Town officers and employees are authorized and directed to perform all acts necessary or desirable to give effect to this resolution. APPROVED, PASSED, AND ADOPTED BY THE MAYOR AND COMMON COUNCIL OF THE TOWN OF WICKENBURG AT EPTEMBER 2023. Rui Pereira, Mayor ATTEST: (, (Be Amy Brown Town Clerk Resolution No. 2338 APPROVED AS TO FORM: T Trish Stuhan, Town AtfOsney Pierce Coleman PLLC CERTIFICATION 1, Amy Brown, Town Clerk, hereby certify that the foregoing Resolution Number 2338 was duly passed and adopted by the Common Council of the Town of Wickenburg, Arizona, at a regular meeting held on the 5‘ day of September 2023, and that a quorum was present at the meeting. l Jamy Brown, MMC Town Clerk Resolution No. 2338 EXHIBIT A = ~ Town of Wickenburg Policies and Procedures - Facility Rental and Special Event Services A. Contracts shall be written no more than one (1) year in advance. 1. All facility reservations will be managed and reserved through the online registration system. Customers can visit Parks and Recreation facilities for assistance with submitting an online registration. a. Reservations shall be on a first come, first served basis for all events outside of the established Preference and Priority Policy below. b. Staff shall have seven (7) calendar days to review the facility rental request and respond to applicant. c. Local Non-profit Events shall have fifteen (15) months in advance of the date of the event to submit a reservation request for priority status. d. Trade Shows or Conferences that take place on a fixed schedule, although not necessarily on an annual basis, may schedule their event more than one (1) year in advance with approval of the Special Event Program Manager. Deposits must be made at the time of facility rental. a. Deposit refunds will be issued within thirty (30) days of facility rental date. b. The extent and cost of facility damage will be determined by the Special Event Program Manager and will be deducted from the rental deposit. Damages shall include the actual repair cost to the facility and staff time at the rate established in the Town’s Consolidated Fee Schedule. c. Control of lights, keys, locks, locking of doors, gates, etc. will be the responsibility of the contracted renter. Doors and gates left unlocked, or lights left on could result in the loss of the rental deposit. Rental fees shall be due thirty (30) days prior to the event. a. Reservations must be cancelled thirty (30) days prior to the event or the entire rental fee will be charged and the event date released for reservation by another party. . The Town reserves the right to close any facility for safety reasons, including inclement weather. . The Town reserves the right to close any park at any given time for an extended period of time for reseeding and/or maintenance. The Town staff shall not have the right to waive rental fees. All rental fees will be charged unless waived by a vote of the Wickenburg Town Council. Deposit fees shall not be waived for any events. Wickenburg Policies and Procedures - Facility Rental and Special Event Services B. Preference and Priority Policy for Town Facilities and Special Events Services. 1. The Town has established a Preference and Priority Policy to assist Town Staff in managing Town facility rentals and special event services requests. Events are given priority in facility rentals and use of Town services and equipment in the following order: a. Town of Wickenburg Events or Meetings b. Partner Events for other organizations that have a contractual arrangement with the Town that includes use of facilities or Town services. c. Resident Events, including private and family functions for individuals or organizations with a permanent presence within the corporate limits of the Town of Wickenburg. d. Non-Resident Events, including private and family functions for individuals or organizations without a permanent presence within the corporate limits of the Town of Wickenburg. 2. If the Town receives numerous special event permit requests for the same date or weekend, the Town will use the established Preference and Priority Policy to prioritize levels of service available. 3. Traditional Local Non-Profit Youth Sports must submit a special event application, sign a contract, and pay a deposit each year even though all rental fees are waived for recreational use.